Item Description:
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Amd 1 to for Agmt PR00002275 with Parallel Technologies, Inc. for continued implementation of a countywide access control and video management system, software licenses, hardware, and maintenance, no change to dates, incr NTE by $3,500,000
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Resolution:
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BE IT RESOLVED, that Amendment 1 to Agreement PR00002275 with Parallel Technologies, Inc., for continued implementation of a countywide access control and video management system, software licenses, hardware, and maintenance be increased by $3,500,000 for a new total not to exceed amount of $9,260,745.32 with no change to dates, be approved; and that the Chair of the Board be authorized to sign the agreement on behalf of the county; and that the Controller be authorized to disburse funds as directed.
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Background:
Since 2020, Facility Services, Information Technology, and the Operations Business Information Office have made significant progress on this countywide enterprise security system upgrade. This project supports the replacement of three major countywide systems which are outdated or have reached end-of-life: video monitoring and recording, access control (badge management), and alarm monitoring. These systems are critical in creating safe and secure environments for residents and staff.
The project has delivered benefits such as: automating aspects of card access management, improving usability and monitoring by incorporating card access and cameras on a single viewing screen for end-users, updating standards by camera type while reducing costs, improving systems reliability, and reducing the overall cost of hardware support/ownership by updating hardware that was previously proprietary.
The project team has successfully implemented the new system in 49 of 90 facilities. To complete the remaining 41 facilities, the contract must be amended to increase the contract amount from $5,760,754.32 to $9,260,754.32. The contract increase amount is within the capital budget for the project, Countywide Security Systems & Equipment project (CP: 1002242). Operating and maintenance costs are included in the Facility Services and Information Technology budgets.
In 2019, Facility Services issued Request for Proposals and received nine proposals. The review panel recommended Parallel Technologies; a 33-year-old firm headquartered in Eden Prairie. The company utilizes IBEW electricians represented by Locals 292, 110, and 343. All replacement cameras have been competitively procured under a pre-existing state agreement to manage project costs.
While the project began as a ‘like-for-like’ camera and system replacement effort, it quickly became apparent every camera needed to be assessed to identify gaps in monitoring and to create efficiencies. The scope of the project increased based on a number of issues including additional square footage in projects such as the Northpoint expansion, expanding the project from a Facility Services project to an enterprise-wide project, and other associated costs such as additional cameras, cabling, and installation.
The project is expected to be complete in the Q1, 2024.
Current Request: This is a request to amend agreement Agmt PR00002275 with Parallel Technologies, Inc., to increase the not to exceed amount to $9,260,754.32.
Impact/Outcomes: This request will enable the project team to replace the county’s existing access and video monitoring platforms and improve performance by providing integration to existing county systems, improving video quality, enhancing user operability, and improving data accuracy. Additionally, Facility Services, the Sheriff’s Office, and DOCCR workloads are reduced as systems are streamlined, and annual support costs and dependencies on vendors is reduced.
recommendation
Recommendation from County Administrator: Recommend Approval